Executive Assistant

Executive Assistant

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About CCRI and the Role

About CCRI and the Role

Position Title Executive Assistant Department President's Office Position Category Staff - NonClassified About CCRI

The Community College of Rhode Island is New England's largest community college, and a nationally-recognized leader in catalyzing student success and achievement for recent high school graduates and returning adults alike.

We provide affordable, open access to higher education, and we deliver on our mission to offer all students the opportunity to acquire the knowledge and skills necessary for intellectual, professional and personal growth.

Diversity is our strength. We champion equity, and we celebrate, support and thrive on the diverse experiences, backgrounds, and perspectives that are represented across our four campuses.

We strive to hire and retain culturally competent faculty and staff whose demographics are reflective of our diverse student body. To learn more about our employees' values and what it means to work here, learn about our Guiding Principles here.

Job Summary

To assist the Office of the President with the implementation and planning of day-to-day operations. To serve as the "point" person for planning activities and information. This position is responsible for providing extraordinary customer service to staff, faculty, the CCRI community and Board of Education. Provide administrative support for the staff of the Office of the President including the processing of general and confidential correspondence.

Duties and Responsibilities

• Lead specific planning initiatives under the direction of the President and Chief of Staff

• Resolve issues not requiring the immediate attention of the President or Chief of Staff. Keep all above apprised of related issues and concerns.

• Work with search committees led by senior administrators and serving as the prime point of contact for applicants and finalists for high-level job searches, including, but not limited to being the face of the college and making the key favorable first impression of the institution by efficiently scheduling interview arrangements and being responsive to the candidate's inquiries.

• ·Work on behalf of the President to communicate sensitive decisions and expectations in a diplomatic fashion to all constituents.

• Perform complex clerical tasks as necessary, including but not limited to generating correspondence and reports, maintaining confidential records and files, responding to telephone, email and mail inquires, controlling appointments and visitors, making travel, conference/seminar arrangements and ordering department supplies for Office of the President

• Work directly with department chairpersons, faculty, students, administrators, and staff, as well as external agencies, institutions, board of education and the general public on projects and initiatives of importance to the college.

• Assist the President's Office in developing, implementing, and evaluating special projects. Create and maintain various databases, spreadsheets, and other computerized files.

• Maintain confidential files and ensure the confidentiality of all office transactions, files,

• and reports.

• Assist with the planning, scheduling, and conduct of often times large-scale college- wide activities, including, but not limited to, Opening Day, Commencement, President's Council activities, Executive Retreat, Board meetings and other college events.

• Make travel and conference/seminar arrangements for conferences and special functions.

• Maintain current awareness of features, modifications, and/or enhancements of software used in the office, division, and college.

• Schedule appointments and meetings. Including virtual platforms such as WebEx and Zoom.

• Manage multiple calendars for the President's Office, including awareness of the calendars of Executive Team members

• Serve as a liaison with all academic, administrative, and student services offices within the college as needed.

• Process, review and maintain schedule of invoices for payment for President's Office. Prepare requisitions via the college's financial information system according to college policies and procedures for the Office of the President

• Compose and proofread general correspondence.

• Process, evaluate, execute and ensure memberships for the President's Office are maintained, including creating requisitions for renewal and tracking renewal dates.

• Maintain a docket of files, letter books, archives and other specific systems,

• including confidential material, required and generated within the President's Office

• Attend meetings for the President to record and transcribe minutes as required.

• Other related duties as assigned.

Minimum Requirements

• Associate's Degree in Business, Accounting, Management or related field required.

• At least 8-10 years of experience in an executive office environment.

• Strong interpersonal and communications skills are essential.

• Must be able to understand and maintain the confidentiality of all transactions and communications.

• The ability to respond to all constituents, both internal and external, via telephone, email or in person, in a polite, sensitive, and competent manner is an absolute necessity.

• Proficiency in the routine clerical aspects of an administrative office environment, including, but not limited to knowledge of word processing functions, photocopiers, and fax machines, with particular emphasis on the Microsoft suite of programs, as well as electronic calendar scheduling is required.

• The ability to provide exemplary customer service, maintaining an office environment conducive to the varying needs of both internal and external constituents is required.

• The ability to record and transcribe minutes of meetings as needed is required.

Competencies and Desired Qualifications

• Bachelor's degree preferred.

Position Details

Position Information

Full-Time/Part-Time Full-Time FLSA Exempt Pay Grade BOE 08 Salary Information Salary commensurate with experience. Range begins at $45,937 Benefits

Full-time employees enjoy an array of benefits, including:

• Comprehensive Health Benefits and Rewards for Wellness Incentives

• Paid Time Off

• Parental Leave

• In-State Tuition Waivers

• Legal Care Insurance

For a complete listing, visit: https://ccri.edu/hr/benefits/index.html

Collective Bargaining Unit Reports To Assistant to President Permanent/Limited position Permanent Position End Date Academic/Calendar Year Calendar Work Schedule Information Campus Location Primarily located at the Warwick Campus Civil Service List position Environmental Conditions

This position is not substantially exposed to adverse environmental conditions.

Licenses, Tools and Equipment

Knowledge and use of personal computer and enterprise software systems; virtual meeting platforms, calculating equipment; copying equipment; telephone system and related office/business technical devices.

Posting Details

Posting Details

Number of Vacancies 1 Application Open Date 06/18/2024 Application Close Date 07/05/2024 Posting Number SF01043 Quick Link https://jobs.ccri.edu/postings/5177 Special Instructions to Applicants

If attaching a resume complete with education history and/or employment history, please

disregard these sections within the online application.

Finalists may be required to provide official college transcripts.

Disability Accommodations

CCRI is committed to ensuring the full participation of all applicants throughout the recruitment process. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. If you should require an accommodation during the application process, please notify the Department of Institutional Equity and Human Resources prior to the closing of the posting by calling (401) 825-2311 or emailing humanresources@ccri.edu.

EEO Statement

CCRI prohibits students, employees, contractors, volunteers, and visitors (collectively, "community members") from engaging in discrimination and harassment based on any individual's race, color, creed, national or ethnic origin, gender, gender identity or expression, religion, disability, age, sexual orientation, genetic information, marital status, citizenship status, veteran status, and any other legally protected characteristic. This prohibition applies to CCRI's educational programs and activities-including admissions-as well as all employment actions, including but not limited to recruiting, hiring, promotion, demotion, compensation, and benefits. Inquiries or complaints concerning discrimination shall be referred to CCRI's Title IX Coordinator at TitleIXCoordinator@ccri.edu

The Clery Act requires colleges and universities to report campus crime data, support victims of violence, and publicly outline the policies and procedures they have put into place to improve campus safety.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• In order to improve CCRI's advertising strategy, please let us know where you FIRST learned of this job opportunity. Please be specific when using website or publication names (example: LinkedIN, HigherEdjobs, Chronicle, personal referral, etc.).

(Open Ended Question)

Applicant Documents

Required Documents

• Resume

• Cover Letter/Letter of Application

Optional Documents